How long does a VAT registration take?: VAT registration times

There are differing process times for the VAT registration depending on the country. It can differ between 2 – 6 weeks. Please read this article for more info on the VAT registration times.

Once you have signed up for the hellotax services and you wish to get VAT registered in a specific country, our registration assistant will inform you what documents are required from you. The first steps will look as follows:

• You will be invited to a Welcome call with your personal Account Manager and your Registration Assistant, to go through the working procedures at hellotax and through the registration process.
• You will receive an email with the documents needed for your VAT registration with the Tax authorities. (If you need time to collect the necessary documents, your Registration Assistant will send you scheduled reminders and will be supporting you throughout the whole process.) 

The documents can differ from country to country, but a basic set of required documents consists of the following:

1. Passport copies (passport must be valid)
2. VAT certificate from your home country (must be issued within the last 6 months)
3. Official Company registration certificate (must be issued within the last 6 months)
4. Official Company certificate confirming the current company directors (must be issued within the last 6 months)
5. Company headed paper sample 
6. Business register extract confirming your companies validity
7. Dependant upon company genre: Certificate of Incorporation / Article of Association
8. Dependant upon company genre: Company House Certificate 

• After you have provided all required documents for the VAT registration, our tax accountants will check the information. If everything is present and correct, your registration application and Letters of Authority (LOA’s) will be prepared. The LOA needs to be signed by you in order for us to be able to process the registration and later on, the VAT filings, for you.
• Depending on the country, either hellotax or yourself, will send the documents to the Tax Authorities. Your registration assistant will advise you at that time. 
• VAT registration processing times vary by country, as mentioned previously. As this is completely dependent on the Tax authorities and their internal processes, we can’t guarantee any exact dates or processing times. However, we have tried to give you an approximate idea of the processing time in each country:

Country	Approx. processing time
Austria	6-8 weeks
Czech Republic	8 weeks
France	3 months
Germany	8-12 weeks
Italy	8-9 weeks
Netherlands	3 months
Poland	6 weeks
Spain	3 months
Slovakia	12 weeks
Sweden	4 months
United Kingdom	6-8 weeks

The registration assistant will keep you up to date with your registration progress.

Looking for more information about our services or not sure if you need VAT registration? Get all the information you need by contacting our dedicated sales team!

What factors can delay your VAT registration?

While typical VAT registration times vary by country, there are several common reasons why your application might take longer than expected:

• Incomplete or outdated documents: Many tax authorities require recent official documents (often issued within the last 3 to 6 months). Expired company extracts or VAT certificates frequently cause delays.

• Additional compliance checks: Especially for non-EU companies, local tax offices may perform more extensive due diligence to prevent VAT fraud. This can include verifying directors, beneficial owners, or even requesting business contracts.

• Waiting for confirmation from other tax offices: Some countries check your existing EU VAT registrations through VIES or directly contact your home country’s tax authority, adding extra weeks to the process.

• Translation or notarization issues: In many EU countries, key documents must be translated by a sworn translator and certified by a notary. Missing or improperly certified translations are a common reason applications are sent back.

That’s why it’s crucial to work with an experienced VAT service provider like hellotax, who ensures all documents meet local standards from the start.

---

Why do processing times differ so much between EU countries?

Each EU member state has its own tax administration, with varying workloads, anti-fraud systems, and internal procedures. For example:

• France and Spain often take up to 3 months, partly due to deeper verification of non-established businesses.

• Germany can take 8-12 weeks, because local tax offices (Finanzämter) handle registrations individually, which can mean differing speeds.

• Austria and Poland typically process applications faster, often under 2 months, assuming paperwork is complete.

---

Can I start selling before I get my VAT number?

Technically, you can begin selling, but you may not be able to issue VAT-compliant invoices or charge VAT correctly until your VAT number is granted. This could lead to complications, corrective invoices, or retrospective tax payments. Always discuss this with your VAT consultant to avoid compliance risks.

---

Stay updated: EU VAT compliance is evolving

As of June 2025, the EU continues to prioritize fighting VAT fraud with tighter cross-border data checks. This means registration processes across Europe remain rigorous. Keeping all your company registrations, VAT certificates, and director documents up to date is more important than ever.

👉 Want to avoid delays, fines, or rejections? Let hellotax handle your VAT registrations, filings, and communication with European tax authorities.
Book your free consultation today!